Administrator Tools and Resources

In the world of productivity, delegating work to your group’s admins or officers is just as important as doing the work yourself. One way to effectively do this is by assigning and editing admin roles – not by giving your login information to others. This ensures that those you’ve tasked with managing your group have access to the tools they need defined by the permissions assigned to them. For example, you may want to give one of your admins access to create email campaigns without giving that person access to your group’s finances.

Creating and Assigning Admin Roles

These terms define how the platform rules work in relation to admin roles and permissions:

Full-access Admin: an admin with the ability to create, edit, and delete all information related to the group. There is at least one person within a group with this role, and it is initially assigned to the person who created the group. This is the only role wherein the permissions are not editable.

Admin: a person who has been assigned an administrative role within the group with view and/or edit permissions.

Role: a set of permissions defined by the full-access admin or another admin with role management permissions, and assigned to admins of the group.

Feature: a distinct service relating to a set of actions that can be taken on the platform.

Permissions: rules within each feature that determine whether an admin can only view items within that feature or whether they can also edit the items.

How do I create and assign a new admin role?

Each group has at least one full-access admin. This role is initially assigned to the person who created the group. A full-access admin can assign this role to other admins as well as edit others’ permissions and roles. To help manage your organization, you can assign an unlimited number of admins and create an unlimited number of roles.

Important note: users with the full-access admin role (or the role management feature as part of their role) are able to remove roles from other admins, which could inadvertently prevent them from being able to manage the group. Do not assign the full-access admin role or the role management feature to anyone unless you want him or her to have the ability to revoke other admin’s roles.

On the left navigation bar, click on Admins

Click the Add a New Role button on the top right

Type the name of your role in the Role Name field

Select the features you want the admin to have access to

When selected, the permissions associated with the feature appears. The default permissions is set to Edit & View.

If you desire to only assign view permissions, select Only View

Click the Save & Close button at the bottom

Note: Membership is the only admin role with a third option besides Edit and View and Only View. This role has an Assign Offline Payments permission that can also be assigned.

How do I assign and edit an existing admin role?

On the left navigation bar, click on Admins

Select the gear icon for the role you’d like to assign or edit

A dropdown menu of editing options will appear.

Click your desired option: Add this Role to Members, View Leaders, Edit Role, or Delete Role

Manage Bank Access for Administrators

You can selectively allow or restrict individual administrators from accessing the bank account settings. This is a good option for groups with multiple administrators who want added security when managing payment processing.

Follow these steps to create an admin role specific to an admin’s bank access:

Select Admins on the left navigation bar

Click the Add a New Role button on the top right

Title your role name

Example: You may want to make the title descriptive of an admin’s permissions, such as “Bank access view only” or “Bank access edit.”

Select the checkbox next to Bank Accounts

When selected, the permissions associated with the feature appears. The default permissions is set to Edit & View.

How Do I Alert Admins When a New Member Joins?

Admins whose emails are listed in the New Member Actions – Alerts section will receive an email notification whenever a member has joined your group on memberplanet or is requesting to join. This set-it-and-forget-it feature helps to ensure that your designated admins are made aware of anyone trying to join your organization. They won’t have to constantly monitor the membership database.

To set alerts:

On the left navigation bar, hover over Membership

Click on Membership Dashboard in the submenu

In the New Member Actions section, select Send an Alert When a Member Joins or Requests to Join

In the overlay, select the checkbox next to Send an Email Alert When Someone Requests to Join the Group

Type in email addresses to receive the alert and click Save

Member Portal Overview

As an admin it is beneficial to understand how the platform looks to your group members. Watch the video to get an understanding of the Member Portal.

Create a ‘Join Our Group’ Button for an External Site

As a group admin, you have many options to reach potential members, including through an external website. You can add a Join Our Group button to your site, which is one of the most effortless ways to get the word out without emailing.

On the left navigation bar, click Membership

In the Get the Word Out section, select Create a Join Our Group Button for Your External Website

Admins have one of two options to select:

Choose a Button: Use the dropdown menu to select the desired button text, then click on the color of your choice.

Upload Your Own Image: Click the Choose Image button, and drag and drop your desired image into the allotted area, or click to browse and upload. Complete the prompts to upload and crop your image if needed, then click Get Code Snippet

Note: Recommended image size is 580 px wide or smaller.

Copy the entire HTML code provided and paste it into your website builder

Hit the Save & Close button

Each external website builder is different. Check out the customer support for your website hosting company for instructions on embedding the code.

Glossary - Administrator Tools and Resources

Full-access Admin: an admin with the ability to create, edit, and delete all information related to the group. There is at least one person within a group with this role, and it is initially assigned to the person who created the group. This is the only role wherein the permissions are not editable.

Admin: a person who has been assigned an administrative role within the group with view and/or edit permissions.

Role: a set of permissions defined by the full-access admin or another admin with role management permissions, and assigned to admins of the group.

Feature: a distinct service relating to a set of actions that can be taken on the platform.

Permissions: rules within each feature that determine whether an admin can only view items within that feature or whether they can also edit the items.